Configuring a New Pay Group

Depending on where your Leave Rate Options are currently set in the company you may need to select a value for your new Pay Group. If your current value is coming from Company Scope level and this is also valid for the new Pay Group then no change should be required. If, however, this Pay Group requires a different setup, you will need to select one to avoid the risk of paying these employees incorrectly.

An example of this is where a company had previously only had Salaried / Auto Paid employees, and is now setting up a Pay Group for some Timesheet employees. A typical BAPS Leave Rate Option for Salaried employees is RDP, which is likely not suitable for the Timesheet setup Pay Group - so a different option may need to be entered at Pay Group Scope.

To locate where employees' leave rate options are defined, generate the CSV leave audit report.

Open

Each new Pay Group will require four Warning Thresholds to be set up, which are used for the Error & Warnings report. Without these every Pay Packet will be Incomplete and missing these values.

1. At the Pay Group scope, find the Components Setup screen.

2. Find the Tax Details Components and scroll down to the four Warning Threshold fields:

   • Warning Threshold for Gross Earnings

   • Warning Threshold for Gross Percentage

   • Warning Threshold for Ordinary Hours

   • Warning Threshold for Overtime Hours

3. Set these to your company preferences.

Open

Leave Units (e.g. Days, Hours, Weeks) should be checked and set (if required) for the new Pay Group. This should be done for each Leave Type the company uses, however the main ones are Annual Leave and BAPS.

To check what is currently being used, you can open up the Leave Summary screen for some employees, and the Leave Units will show on the right hand side of the leave table. To see where this value is being fetched from, you can check within the Pay Packet similar to the Leave Rate Options section above.

A common scenario is for employees to receive their Leave Units value from their Default Units & Warnings Employee Group setup - see Default Units Warnings - 5.x

If your company uses Online (ESS / DA) or Excel timesheets, you will need to create the templates for these before they are able to be used. Instructions on this process can be found Editing Timesheet Columns

If you use one of the default CSV timesheet templates provided by Datacom, then these do not need to be set up.

By default, Pay Groups have no report distributions set up.

1. Add Users to the Reporting tab.

2. Assign reports for both Authorisation and Final distributions.

By default only a sub-section of the Standard and CSV reports are assigned to a Pay Group, so any that you are used to using but cannot find need to be added / assigned to the Pay Group before use.

Follow instructions in below DataHelp page to add reports to a pay group:

Adding Reports to a Pay Group

Note: If you receive a Bank File via distribution to upload to an online banking portal, you will also need to set this up to go to the desired users.